1. Role of external contractors - Assistance, monitoring and evaluation
Dr Jesper Karup Pedersen, COWI
9 March 2011
Athens
09/03/11
Coordination Meeting, Athens

2. Coordination Meeting, Athens
Content
09/03/11
Coordination Meeting, Athens
Contract content
Three phases
Assistance
Monitoring
Evaluation
In sum…
09/03/11
Coordination Meeting, Athens

3. Contract content Objective Purpose Duration and man-days
to identify, support and evaluate four integrated and multi-disciplinary pilot initiatives (or pilot projects) in the field of desertification that may contribute to the exchange of best practices at the local level on selected issues (conservation of rainwater and surface water, alternative forms of irrigation, water saving/water efficiency measures and – crops consuming less water)
not to do financial auditing
Purpose
to analyse the best practices and give input to the Commission for the call of proposals
to support the implementation of the pilot initiatives
to assess and disseminate their results
Duration and man-days
32 calendar months (Sep – May 2012)
93 man-days
09/03/11
Coordination Meeting, Athens

4. Three phases A. Analysis
Identification of priority regions and sectors
Input to call for proposals
B. Monitoring
Assistance in evaluation of proposals
Reports on kick-off of projects, quarterly status notes and two monitoring reports
Summary records of coordination meetings
C. Evaluation
Report on evaluation of results
Assistance in dissemination
Final recommendation
09/03/11
Coordination Meeting, Athens

5. Assistance Commission
to identify and launch the pilot initiatives successfully (e.g. through participation in kick-off meetings)
to ensure that an ongoing coordination and exchange of good ideas among the pilot initiatives take place
to ensure that results feed into the forthcoming 2012 Water Scarcity and Droughts Policy Review
Beneficiaries
to lay down reporting requirements
to facilitate coordination and exchange of good ideas among the pilot initiatives
to facilitate dissemination of results
09/03/11
Coordination Meeting, Athens

6. Monitoring Participation in kick-off meetings
Preparation and participation in coordination meeting(s)
Execution of a maximum of 6 monitoring visits
Preparation of reports on kick-off of pilot initiatives
Preparation of guidance named "Outline of structure and content of reports to be prepared" in line with a specially designed methodology for monitoring and evaluation
Preparation of quarterly status notes and also two monitoring reports on the basis of quarterly progress reports prepared by the beneficiaries
Support in dissemination of results on an ad-hoc basis (special requests to be made)
Transparency
09/03/11
Coordination Meeting, Athens

7. "Outline of structure and content of reports to be prepared" matters
it is, hopefully, user- friendly
it provides minimum requirements to reporting chapter by chapter
it assists in making reports brief and to the point
it urges beneficiaries to make good use of tables and text boxes; the tables may be "growing" over time as the pilot initiatives develop
it proposes 5 chapters…
Introduction (fairly much the same in every report)
Results produced
Activities undertaken
Up-dated work plan
Key findings
… and 2 annexes
Annex I: Institutions Visited and Persons Met.
Annex II: References.
09/03/11
Coordination Meeting, Athens

8. Note, result-based monitoring is applied
2. Results produced
Tables 1 and 2 to be filled in by the beneficiaries on the basis of the grant agreements (especially, Forms 3a and 3b)
Note, result-based monitoring is applied
09/03/11
Coordination Meeting, Athens

9. 3. Activities undertaken
Table 3 to be filled in by the beneficiaries – again: on the basis of the grant agreements
4. Up-dated work plan
Table 4 to be filled in by the beneficiaries – again: on the basis of the grant agreements
09/03/11
Coordination Meeting, Athens

10. Operational information and dissemination of results matters
inform the Commission and external contractors about forthcoming meetings of all partners one month before, at least
do whatever you can to facilitate exchange of documents among partners of one pilot initiative – and also among pilot initiatives (you may check out
make sure Chapter 5 in the quarterly progress reports is written in way that is understandable to a broader audience
09/03/11
Coordination Meeting, Athens

11. Evaluation Evaluation is to be based upon the two monitoring reports
Important that the evaluation is carried out in close cooperation with the beneficiaries and partners involved in the pilot initiatives; these will be asked about achieved results
The evaluation will feed into the forthcoming policy review
Once again: Transparency
09/03/11
Coordination Meeting, Athens

12. In sum…
We are at your service!
09/03/11
Coordination Meeting, Athens